Client Profile
Objective: Learn how to manage a client's personal information including physical description, photos, education, family info, and medical info.
Accessing the Client Profile
The Client Profile can be accessed by selecting a client from the client list to open the client screen, then clicking Profile.
The Profile displays all personal information for the client. Notice the blue toolbar near the top of the client screen with the client’s name. From here, you can navigate around the client profile by selecting Client Details, Photos, Family, Education, or Medical.
Client Details
The Client Details section displays some information relating to the client’s personal identity - date of birth, SSN, birth place, etc. Also in this section is a list of Client Indicators. You can indicate whether or not a client is a US Citizen, Sex Offender, has an addiction to alcohol or drugs, has a history of mental health issues or gang involvement. To add or edit these items, follow the steps outlined below.
Adding/Editing Client Details
Click anywhere in the Client Details section to open the edit view.
When the edit view opens, enter all available personal information for the client. You can enter the Birth Date by clicking the calendar icon and selecting the date from the calendar or by typing the date manually using this format: M/D/YYYY
Enter the client's physical characteristics, such as race, height, weight, hair color, etc. When adding numbers such as Height and Weight, you can manually enter the number in the field, or use the up or down arrows to select the number.
For the Client Indicators, select "yes" or "no" from the drop down menu for each indicator.
When you have completed the form, click the checkmark icon in the toolbar to save the record.
Photos
Adding/Updating Client Photos
If you wish to upload a photo of the client, click the Photos button in the client toolbar near the top of the screen.
A detailed tutorial on managing photos can be found here.
Family
Marital Status and Dependents can be found in the Family section of the Client Profile. Click the Family button in the client toolbar to navigate to this section.
Updating Marital Status
Click anywhere in the area labeled “Marital Status”.
A window will open asking whether you wish to edit or view history. Click Edit.
Select the correct marital status from the drop down menu.
The date will default to today’s date. If you wish to change the date, click the calendar icon and select the date from the calendar or type the date manually using this format: M/D/YYYY.
If you want to make any additional notes or comments, enter them in the Note field.
When you are satisfied with your changes, click the checkmark icon to save the record OR if you wish to cancel your changes, click the x to close the edit view.
Viewing Marital Status History
Click anywhere in the area labeled “Marital Status”.
A window will open asking whether you wish to edit or view history. Click View History.
A window will open displaying a history of the client’s marital status records.
When you are finished viewing, click anywhere outside the window to close it.
Updating Dependents
Click anywhere in the area labeled “Dependents”.
A window will open asking whether you wish to edit or view history. Click Edit.
Enter the number of dependents in the text field.
The date will default to today’s date. If you wish to change the date, click the calendar icon and select the date from the calendar.
If you want to make any additional notes or comments, enter them in the Note field.
When you are satisfied with your changes, click the checkmark icon to save the record OR if you wish to cancel your changes, click the x to close the edit view.
Viewing Dependents History
Click anywhere in the area labeled “Dependents”.
A window will open asking whether you wish to edit or view history. Click View History.
A window will open displaying a history of the client’s dependent records.
When you are finished viewing, click anywhere outside the window to close it.
Education
The client’s education level is handled much like the marital status and dependents. To access the education information, click the button labeled Education on the blue client toolbar.
Updating Education Level
Click anywhere in the area labeled “Education Level”.
A window will open asking whether you wish to edit or view history. Click Edit.
Select the correct education level from the drop down menu.
The date will default to today’s date. If you wish to change the date, click the calendar icon and select the date from the calendar or enter it manually using this format: M/D/YYYY.
If you want to make any additional notes or comments, enter them in the Note field.
When you are satisfied with your changes, click the checkmark icon to save the record OR if you wish to cancel your changes, click the x to close the edit view.
Viewing Education Level History
Click anywhere in the area labeled “Education Level”.
A window will open asking whether you wish to edit or view history. Click View History.
A window will open displaying a history of the client’s education level records.
When you are finished viewing, click anywhere outside the window to close it.
Medical
The final items displayed on the client profile are contained in the Medical section. Click the Medical button in the blue client toolbar.
Adding a New Prescribed Medication
Click the Add New button and select New Medication.
A form for a new medication record will open. The date will default to today’s date. If you wish to change the date, click the calendar icon and select the date from the calendar or enter it manually using this format: M/D/YYYY.
Select the medication from the drop down menu.
If you want to make any additional notes or comments, enter them in the Note field.
Click the checkmark icon in the toolbar to save the record.
Editing a Prescribed Medication
Click anywhere inside a medication record in the Prescribed Medications list. This will open the detail view for that record.
Click the edit icon in the toolbar to open the edit view.
If you wish to change the date, click the calendar icon and select the date from the calendar.
Select the medication from the drop down menu.
If you want to make any additional notes or comments, enter them in the Note field.
If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record.
Or, if you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the medications list.
Adding a New Medical Condition
Click the Add New button and select New Medical Condition.
A form for a new medical condition record will open. The date will default to today’s date. If you wish to change the date, click the calendar icon and select the date from the calendar or enter it manually using this format: M/D/YYYY.
Select the medical condition from the drop down menu.
If you want to make any additional notes or comments, enter them in the Note field.
Click the checkmark icon in the toolbar to save the record.
Editing a Medical Condition
Click anywhere inside a medical condition record in the Medication Conditions list. This will open the detail view for that record.
Click the edit icon in the toolbar to open the edit view.
If you wish to change the date, click the calendar icon and select the date from the calendar.
Select the medical condition from the drop down menu.
If you want to make any additional notes or comments, enter them in the Note field.
If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record.
If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the medications list.
Options for items such as Race, Marital Status, Education Level, Medical Conditions and Medications can be added or edited in the Organization Management portion of Probatum.